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Payroll SessionSecretary Training
June 12, 2014June 23, 2014
Schedules / Calendars Color copies will be provided to you
today FY15 Calendars (July – June) FY15 Semi-Monthly Payroll Schedule FY15 Pay Dates per Pay Type
All schedules and calendars for FY15 will be available online June 24th
Including FY15 Time Log
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Saving for Retirement?? Did you know Brevard Public Schools
offers two different voluntary retirement plans and all employees are eligible to participate? 403B 457B
Employees may choose to contribute to one or both plans
Saving for Retirement?? Benefits
Convenient – BPS - Payroll will setup a deduction directly from the employees paycheck and send the contribution to the selected provider company for deposit
Flexible – employees may stop or change the amount of their contribution anytime during the year
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Saving for Retirement?? Benefits (cont.)
Choice – Employees are able to choose a provider of their choice from the list of District approved vendors
Reduce Taxes - Contributions to either plan will reduce the employees federal taxable wages and federal income tax
High Limits – Employees can contribute up to $17,500 to both plans (Employees with 15 or more years of service or who are age 50 or older may qualify for higher limits)
Saving for Retirement?? Getting started
Select a District approved Investment Provider This list is available on the Payroll Services
webpage Establish an account with the provider
The investment provider will assist the employee with deciding which plan suits them the best
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Saving for Retirement?? 403B / 457B Plan providers are not allowed on
school property Employees are not allowed to individually meet
with providers on school property Plan providers are not allowed to speak with
groups of employees on school property Plan providers are not allowed to handout
brochures on school property All District approved plan providers and
employees are invited to the Wellness Expo each year
Payroll Training Payroll II Specialist, Don Benish, offers payroll
training once a month at the District Office Training is held on the 3rd Wednesday of every
month from 8 am – 12 pm If you or your back-up are interested in
training please e-mail Don We strongly encourage all timekeepers to
have a back-up that periodically practices inputting payroll
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ADT / OVT ADT/ OVT Reminders
Calculate using the workweek (Friday –Thursday)
Only include time worked Time not included
Vacation, Holidays, Sick, PSK, Jury Duty, etc Any ADT/OVT time must be pre-approved
ADT/ OVT Non-exempt employees are entitled to OVT
when: The employee works over 10 hours per day The employee works over 40 hours per week The employee works on Sunday (per local
1010 contract)
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TPD / REG TPD entries = temporary employees
Example: Employee is only an Adult Ed Teacher
REG entries = regular employees (not temporary) Example: Employee is both a Teacher (EA)
and an Adult Ed teacher (FE)
LOAs Be sure to make the correct time
exception entries for LOAs FML - use if the leave form says FMLA LOA – use only if the employee isn’t on an
FMLA leave Other time exceptions can be created
depending on the leave form (SCK, VAC, etc)
The Leave department keeps track of FMLA hours compared to FML entries in AS400
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LOAs If an employee is on an unpaid LOA and an
end date is entered in AS400 they will not receive a paycheck If the employee requests a paycheck - contact
your payroll specialist to discuss the employee’s options
Be sure to check the employee’s job status on the H515 before lockout for each payroll run If there isn’t an end date then you will need to
enter time exceptions for that payroll period
Terminating Employees Sick /Vacation Payouts
Payouts totaling $500 or more go to BENCOR Employees will receive notification from BPS
Payroll after the payout has been processed and from BENCOR after the payout has been received
Payouts less than $500 go straight to the employee – paper check Taxes - 25% Federal W/H, FICA, and Medicare FRS (for vacation only)
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Terminating Employees Final Paycheck
Will be a paper check and will be sent to the school/department in the red payroll envelope
Calculation Last paycheck = (days worked x daily rate) -
Amount already paid If calculation equals a negative amount, the
employee owes BPS Use the H517 panel for assistance or contact
your payroll specialist
Paychecks All regular employees are paid on a standardized
pay schedule Employees will receive the same amount for all
pay periods during the year regardless of whether the time exception window is 2 or 3 weeks Unless the employee….
Earns ADT/OVT Needs to be docked time Terminates before the end of the year Goes on an unpaid leave of absence Late starts
Standard pay calculation = (# of days per fiscal year x hourly rate x # of hours per day) / # of paychecks
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W-2s Employees can find W-2 support on MIC (My
Information Center) W-2 Replacement Request
Employees can request a W-2 reprint from 2010 – 2013 (last 4 years)
Reprinted W-2s can be mailed, couriered, or picked up at the District (Accounting Services)
W-2 Worksheet Helps the employee balance their W-2 to their
December 31st paystub
W-2s W-2s for current employees are couriered
to their school/department W-2s for terminated / retired employees
are mailed to their address on the H503 panel
Coming Soon W-2 FAQs – located on MIC
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Time Logs All support employees must complete a time
log each pay period (located on the Payroll Services webpage)
All time logs must be signed by the employee and direct supervisor / administrator
Time logs are to be retained at the school/department Suggestion – file time logs / absence requests by
payroll run
NK1 / NKB Entries for Bus Riders need to be created
on the correct job ID / pay type If the employee is a permanent bus rider –
have HR set up an NKB job (job 30) If the employee is a temporary / sporadic
bus rider – have HR set up a temporary bus rider position (job 70)
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NK1 / NKB NKB – Job 30
This employee will automatically be paid for the hours set up on the job 30 ADT / OVT entries are created only when the
bus rider exceeds their normal job 30 hours per day Be sure to create ADT/ OVT entries on the
employees job 30 if the additional time worked is from bus riding - this will ensure the correct accounting string is charged (Transportation keeps track of bus rider expenditures)
NK1 / NKB Job 70
This employee will not be paid for bus riding unless time is entered
Be sure to enter time (REG) for bus riding using job 70 (do not use job 01)
If you are waiting for HR to create a job 70 or job 30 for your bus rider You may enter ADT/OVT on the employee’s job
01 – but you MUST enter the bus accounting string on each ADT/ OVT entry
100.xxxx.001624.5200.152.255
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Summer Payroll Pay types for Summer are either time entry
or time generated Time generated - automatically generates
time for all days/hours unless a time exception has been entered
Time entry – timekeepers are responsible for entering any and all time worked These entries can’t be created until the
employee actually works - forecasting is not allowed
Summer Payroll When creating entries (especially on the
H618) be sure that you have the correct job ID
As soon as the FY15 Fiscal Year is open in AS400 you will be able to enter June time worked on P01 to be paid on 7/15/14 (you will receive an e-mail when the new year is open)
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SUB Entries If you attempt to delete a SUB entry
(H606) and you receive the error message “cannot delete – dependent record” The sub record either includes an
accounting string or is attached to an employee
Accounting String – you will need to delete the accounting string first, then you can delete (F10) the SUB entry
SUB Entries Attached to Employee – removing the SUB
from the employee’s time exception entry will automatically delete the SUB entry (H606) H609 – pull up the Employee’s time exception
entry Delete all fields pertaining to the sub The SUB entry on the H606 has been deleted
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Reminders Notify your payroll specialist immediately if you
receive notification of a terminating employee This will reduce or eliminate the employee’s
overpayment Employees are not allowed to carry more than 60
days vacation forward into the new calendar year An e-mail will be sent to the employee at the end
of September notifying them of the vacation overage (they will need to make arrangements to use any days over 60 before 12/31)
Anything over 60 days after 12/31 will be removed from the employee’s vacation balance
Reminders MODs
Be sure to list the correct reason code Payroll Entries
Check the H515 to make sure the job is active/open before making payroll entries
Do not make any FY15 payroll entries in FY14….these entries will not transfer over to the new fiscal year
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Reminders PSK time should not be entered after an
employee uses their 6 days per year A different time exception entry will need to be
made PNP – Personal Not Paid
Send a copy of the signed absence form to Payroll for any PNP entries
E-mail All employees have an e-mail address School techs are equipped to assist those
employees that do not have a work computer
Communication Communication is key…. Please stay in contact with your payroll
specialist, benefits specialist, and HR specialist when it comes to terminations, leaves, etc
Charlie Smith x 204 Adjustment code issues / questions